Explain what the venue hire includes
Describe the space, layout and facilities so organisers can decide whether it suits their event before contacting your team.
Event venue hire booking software
A venue booking often starts before guests arrive and ends after they leave. Help organisers reserve enough time for their event, including setup and clearing away, while your team keeps track of each hall’s schedule.
A booking day that works for your business
Reserve the full event window
Ask organisers to include setup and packing away when choosing hire length. Set minimum and maximum durations to fit your venue operation.
Give enquiries a clear next step
Publish straightforward hire options online and explain when a bespoke event needs a conversation or quotation first.
Reserve the whole period of venue use
Describe the hall’s layout, facilities and hire conditions. Set a minimum duration for a practical event booking and a maximum for longer hires. Ask organisers to include setup and pack-down in the time they reserve.
View feature: Reserve the whole period of venue useRoom detailsActive
- Room name
- Garden Hall
- Description
- A private event hall with tables and chairs. Include setup and pack-down in your hire time.
- Branch
- Garden Events Centre
Pricing & booking
- Default price
- $120.00per 1 hour
- Minimum booking duration
- 3 hours
- Maximum booking duration
- 12 hours
From the first click to a confirmed booking
Choose the right booking
The organiser chooses a venue or independently bookable room. State what furniture and facilities are included, and which services need a separate agreement.
Find a suitable time
They reserve the required hire period at an available start time. For complex events, confirm the practical arrangements with the organiser before directing them to the appropriate booking.
Review the booking details
The client reviews the selected service or space, date, time and price, then provides their contact details. Clear descriptions help them arrive knowing what they have booked and which location to visit.
Complete the booking and payment
When online payments are enabled, collect the deposit or full amount required by your booking settings. Your team can also handle payment from the calendar, including a payment link for a client who is arranging the visit with you.
Keep the event calendar understandable
See booked venues and hire periods in the room calendar. Use it as the starting point for your own staffing, handover and preparation plans.
Keep bespoke quotations, supplier coordination and event production in your venue’s established process, with the reservation recording the agreed space and time.
Illustrative example
Example booking day
| Time | Booking |
|---|---|
| 09:00 | Workshop hire |
| 11:00 | Private function |
| 14:00 | Community event |
Make every space easier to manage
See the next event in each hall
Follow reservations by space, with the organiser’s name and booked period visible on the room calendar. Check the full hire window when planning access and handover.
View feature: See the next event in each hallShow a price for the reserved time
The room rate determines the booking price as the duration changes. Keep room hire clearly described so organisers understand what is included in the amount shown.
View feature: Show a price for the reserved timeKeep in touch with event organisers
Store client contact details and booking history together. When an organiser returns for another event, your team can refer to the venue and hire period used previously.
View feature: Keep in touch with event organisersGive clients a convenient way to pay
Bring payment into the same workflow as the booking. Choose how you collect money for your services or space hire, and explain the payment arrangements before the client commits.
Deposits and online checkout
Let clients pay a deposit or the full booking amount through your online booking portal. State what the payment covers so clients understand the amount they are paying before their visit.
Card payments at reception
Use a supported Stripe Terminal smart reader to collect an in-person card payment for a booking. Reader availability depends on your country and Stripe setup; see the device guide before buying hardware.
QR codes, SMS and email links
Show a payment QR code for the client to scan, or send the payment link by SMS or email. The client opens checkout on their own device, making it useful both at reception and when arranging payment before arrival.
Set up a booking page that reflects your business
Start with the bookings you handle most often. A clear menu and realistic availability help clients make the right choice and give your team a consistent place to manage requests.
- Describe each bookable venue and its permitted uses.
- Set hire rates and lengths that include event preparation.
- Explain when organisers need a bespoke quote or direct approval.
Review and share your booking page
Review the client-facing names, descriptions, location, available times and payment settings. Share the booking link from your website and customer communications, and keep the details up to date as your offering changes.
Space booking questions, answered
Does this book a venue or sell tickets to an event?
This workflow reserves the venue or hall for an organiser. The booking represents use of the space; individual attendee ticket sales are a separate event-management workflow.
How should I allow time for setup and clearing away?
Explain your access rules in the room description and ask organisers to include that time in the reservation. Set duration limits that suit your venue and review the booked period with the organiser.
Is venue hire the same as selling event tickets?
No. This workflow reserves the venue for an organiser. It does not describe attendee ticket sales, seat allocation or per-person admission management.
How do I account for setup and pack-down time?
Explain that organisers should include these periods in their hire duration. Manage any extra closure or preparation time through your venue schedule rather than assuming an automatic buffer.
Can customers book without calling reception?
Yes. Share your room booking page so customers can select a space, choose a duration within its limits and find an available start time. Write clear room descriptions and arrival information so customers know what the hire includes.
How can I collect payment for a room reservation?
Configure online booking payments to collect a deposit or full amount where offered. Staff can also collect booking payments through the calendar using payment links, a QR checkout page or a supported Stripe Terminal reader. State the hire conditions and what the payment includes before the customer books.
Make your next booking easier to manage
Build your service or space menu, set your availability, and give clients a clear way to book. Start with your everyday workflow and expand as your business grows.